FULGMETM Journal Issue 2 · April 2025

InnovationA1

Development and Formation of a Program Administrators Council to Support the Professional Development of Program Administrators in Graduate Medical Education

Heather Cobillas, C-TAGME, Dora Miller, C-TAGME, CHPM

Washington State University, St. Louis

Article type
Innovation
Published
April 2025
DOI
10.70785/SHZP4069
Access
Peer reviewed, open access
Full issue PDF All articles in Issue 2

Abstract

The article emphasizes the strategic importance of creating a unified body of program administrators to enhance communication, share best practices, and streamline decision-making processes across institutions. Drawing from personal experience, we discuss the potential improvements in program alignment, resource optimization, and policy coherence that such a council can bring. By fostering a collaborative environment, a program administrators council can serve as a pivotal mechanism for addressing common challenges and leveraging collective strengths within a consortium.

Background

Residency and fellowship training programs are typically managed by a single graduate medical education (GME) office within an institution. However, when multiple institutions are closely affiliated, they may form a GME consortium to collectively oversee graduate medical education training programs and work together on educational efforts. Consortiums play a crucial role in enhancing organizational structure and overseeing training programs. They frequently encounter obstacles such as ineffective communication and the absence of standardized systems when establishing a centralized GME office.

These challenges significantly impact the pivotal role of Program Administrators within training programs supported by the consortium. This can lead to administrators not receiving the necessary resources, resulting in overburdening, isolation, burnout, and high turnover.

It is imperative that we address these challenges to ensure the success and well-being of our Program Administrators.

Objective

The primary objectives of forming the Washington University Program Administrators Council are as follows:

  • Create an atmosphere of support, mentorship, education, and community amongst coordinators in all training programs within the consortium.
  • Proactively identify opportunities for mentorship, collaboration, and educational development, and create a community of program coordinators within the consortium.
  • Seek out and identify opportunities for educating leadership (Department Chairs, Administrative Directors, Program Directors, etc.) in conjunction with the Graduate Medical Education office on the leadership role of Program Coordinators in the residency and fellowship training programs.
  • Establish opportunities for career development, collaboration, and sharing of resources to allow efficiency for all program coordinators within the consortium, including program coordinator lectures and a centralized platform for sharing resources.
  • Actively serve as a liaison between the cohort of program coordinators, administrators, managers, and the GME Consortium.

Methods

The development of the Washington University Program Administrators Council (WUPAC) in the Spring of 2023 with the support of the WU/BJH/SLCH Consortium DIO and approval of the executive committee, was formed to actively seek opportunities to foster a supportive, collaborative, and communal atmosphere among fellow coordinators.

This collaboration, undertaken in conjunction with a centralized Graduate Medical Education office, facilitates the sharing of knowledge and resources within the cohort of residency and fellowship coordinators to encourage and promote professional satisfaction, foster career development, improve well-being, and reduce turnover in the ever-changing and challenging landscape of graduate medical education.

WUPAC consists of 10 members: One (1) GME Liaison, Five (5) Residency Coordinators, and Four (4) Fellowship Coordinators.

Results

The WUPAC Committee has implemented several data-driven improvements to support Program Administrators:

  1. PACE Sessions: Attended by over 90% of Program Administrators, these sessions have led to a 25% increase in job satisfaction and a 30% improvement in professional development opportunities.
  2. Annual Survey: With a 95% response rate, the survey revealed a 15% increase in job satisfaction, identified new training needs for 60% of respondents, and showed an 80% support rate from program leadership.
  3. Task Forces: Mentoring: 75% of new coordinators reported smoother transitions. TAGME Study Group: Achieved a 90% success rate in certification exams. Collaboration Platform: Increased resource sharing by 40%.

Conflict of interest. The author(s) declares no conflict of interest.

How to cite this article

Cobillas H, Miller D. Development and Formation of a Program Administrators Council to Support the Professional Development of Program Administrators in Graduate Medical Education. FULGME. 2025;(2):A1. DOI: 10.70785/SHZP4069

Article Information

Journal
FULGME: Forum for United Leaders in Graduate Medical Education
Publisher
Forum for United Leaders in Graduate Medical Education
ISSN
3065-582x
Issue
2, April 2025
Article number
A1
Article DOI
10.70785/SHZP4069
Issue DOI
10.70785/QSAW8897
Journal DOI
10.70785/IHSN6820
Access
Peer reviewed, open access, free to read